This article describes the new features for making selections when creating an invoice and for updating an existing invoice with new costs. The features are available to all users with the right to create an invoice.
Background
Previously, there was no option to select specific line items when an invoice was created, and an already created invoice could not be supplemented with additional costs. The only solution was to delete the invoice basis and start over – which meant that any manual adjustments were lost.
With the new feature, you can:
Freely choose which rows to include when you create an invoice
Supplement an existing, unlocked invoice with new costs – without deleting and starting over
Selection when creating an invoice
In the invoice creation dialog, there is now a selection button for each section – Vendor Invoices, Hours, and Order Lines.
If you want to invoice all billable items, you don't need to do anything – just click through the dialog as usual, just like before.
If you want to select specific rows, do the following:
Click the selection button for the section you want to filter
A list of billable, uninvoiced items is displayed
Check the rows you want to include and click Save
The number of selected rows is displayed at the selection button. If no rows are selected, the text Click to select specific rows is displayed
You can click the list again to add or remove rows at any time before you save the invoice. Your display settings – such as Group by role or Show details per person – also apply to the rows you have selected.
Tip! You can mix freely: make a selection on Posted costs to pick specific vendor invoices, but let Hours be included in their entirety – without making any selection in that section.
Update an existing invoice
You can now supplement an unlocked invoice with additional costs directly in the Invoice module.
Here's how:
Go to the Invoice module and select the invoice you want to update – the invoice must be unlocked
Click Update invoice in the toolbar, or right-click on the invoice and select Update invoice
Choose which module you want to fetch costs from: Work Order/ÄTA or Journal - only original WO/ÄTA that was included in the selection in the original invoice.
Select the rows you want to include – or skip the selection to include all billable items.
The new rows are displayed at the bottom of the invoice under their own heading and can then be moved to the desired location
Tip! You can mix modules freely. It is possible to create an invoice basis from the Journal and then update it with items from Work Order/ÄTA – or vice versa – but only from the WO/ÄTA/journal that was included in the original invoice.
Important to know
Only unlocked invoices can be updated with new costs.
If you remove a row from the invoice, the original item is still marked as invoiced in the system – go to the appropriate module and uncheck it manually if needed.
Display choices (e.g. how hours are displayed) may differ between create and update – the new rows are presented according to the settings you make at the time of update.
When updating, no period filter from the original invoice applies – you can freely fetch items from any period.
When updating a ROT invoice, the tax reduction needs to be redistributed so that the additional amount is calculated correctly.
No new permissions or settings in Administration are required – the feature is available to all users with the right to create an invoice.